PRZOOM - /newswire/ -
Poynton, Cheshire, United Kingdom, 2011/02/22 - metfriendly, a not-for-profit financial services provider for members of the police force, is increasing efficiency by implementing an electronic document imaging system from Version One to manage over 100,000 documents.

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The document imaging technology, which has been seamlessly integrated into metfriendly’s in-house policy management system, is also reinforcing its business continuity plans and further aiding compliance. Version One’s software initially went live in December 2010 and is currently being rolled out on a phased basis.

metfriendly required a solution that could quickly and easily make available images of over 100,000 insurance documents relating to its 15,000 members. These documents consist of insurance policies, application form requests, proof-of-identification, health records and medical certificates. Before purchasing Version One, metfriendly used to manually file and retrieve paper copies which was extremely time-consuming, prone to lost documents and very inefficient, especially when attempting to answer customer queries.

David Hurcomb, IT Manager from metfriendly, explains, “As the organisation grew we were processing increasing volumes of paperwork which began to impact our efficiency levels. Our reliance on paper also meant that it was increasingly difficult to prepare for a potential disaster which could have considerably disrupted the business’s day-to-day operations. After reviewing the market, it was clear that Version One’s software offered the functionality we required and could fully integrate into our policy management system which was a fundamental requirement.”

Version One’s systems (versionone.co.uk) will replace inefficient paper-based processes and enhance document security. Using Version One’s document imaging solution, DbArchive, documents are now scanned in, imaged and then automatically linked to the appropriate records in metfriendly’s policy management system. Authorised staff can now instantly view the imaged documents by drilling down through the policy management system. As Version One’s solution is based on strict levels of authorisation, only appropriate staff can access sensitive information, such as members’ medical records, ensuring strict customer confidentiality at all times.

Hurcomb comments, “Version One’s software will streamline our existing processes and improve efficiency. We’ll be able to process more applications with the same number of employees without having to increase our staff costs as the business continues to expand. Having instant access to imaged documents will also enable us to deal with customer queries more quickly and help to reinforce our business continuity plans as our key business documents are now protected against a fire or flood in a secure archive.”

As well as ensuring the safe storage and retrieval of member records, by seamlessly integrating into metfiendly’s policy management system, Version One’s system will also assist metfriendly in continuing to maintain a high level of regulatory compliance.

Hurcomb adds, “Going forward it will be much easier for us to answer an ever increasing number of compliance questions and adapt to future changes in legislation. As times change and the world moves on, Version One’s software gives us the flexibility to move with it.”

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